Essential for Employee Engagement. Frequently Asked Questions

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2 Essential for Employee Engagement The Essential Communications Intranet is a solution that provides clients with a ready to use framework that takes advantage of core SharePoint elements and our years of experience knowing exactly what works best. Built on SharePoint in Office 365, our digital workspace provides teams with an engaging user experience as well as some familiar features that are easy to use for communications and collaboration. Essentials is scalable, easy to deploy and simplifies using your intranet. With certain features such as communications, collaborations, directories, searches, content management and analytics, we have everything you could possibly need to make the sharing of documents and other important information as efficient and effective as possible. Frequently Asked Questions What is the Essential Communications Intranet? The Essential Communications Intranet is just that essential. Having worked on hundreds of intranet projects over the past 14 years, we understand the essential building blocks that make solutions work for our customers. We also understand that not every business has the time, or the budget, to deliver digital experiences that make a difference. Why choose Essentials? We have developed a solution that is proven to effectively transform business productivity, improve efficiency and optimise customer engagement for our clients. Because we ve lovingly crafted these features and defined an agile project process to implement them, we re able to deliver these at cost on a tight time frame, meaning you can have a readyto-use solution at a fixed price in as little as eight weeks. Is Essentials a technology product? No, we don t make off-the-shelf products. What we do instead is offer a refined methodology which allows us to create a solution from pre-defined tools and feature sets based on your specific needs. How does it work? Our expert Consultagents will work closely with you to get to the root of your business challenges. Then, we will recommend a customised solution taken from our essential features menu which is guaranteed to engage your employees and customers alike. ClearPeople Ltd All rights reserved. 2

3 Feature set The features below form part of the Essentials solution pack. They are tailor-made for your business needs and are unlike the other intranet product offerings in the market. Communication & Interaction Having good communication is the key to a successful business. It s not only useful for your employees to be aware of what is going on, but for your customers to understand what it is you are trying to achieve. The Essential Communications Intranet is the platform that holds all significant information in one area. Personalisation Intelligent tagging of communication empowers users to personalise the content they see. Essentials is based on a SharePoint publishing site. This means that it is entirely up to you to decide how the content will be displayed. SharePoint has a set of options that can be added, depending on requirements. Essentials helps to improve the experience through the practise of custom features and layouts that enriches this experience for the users. Multilingual There are some features in SharePoint that deal with multilingual capabilities. The first one is called MUI (Multiple Language User Interface) which enables you to create sites in different languages. The other one is named Variations which translates content into different languages. Obviously when someone wants to use this application, it should be carefully planned in regard to the multilingual environment in question. Global news module This module shows a news feed of organisation-wide related news, chronologically ordered from the most recently published. It gives way for high level communication of organisation news in an effective way, while taking pressure off communicating news via and other less efficient channels. The global news feature also contains a link to a central news area where users can see all historic news posted. Local news module Local news is where the information is tailored in a specific way and is then delivered to a particular audience, either pertaining to their location or business role. It helps distribute the right content to the right people, which will increase efficiency and foster effective communication. Related news module The related news module dynamically serves up a set of news pertaining to a page that a user is viewing. This is achieved by tagging the news in question and allows users to have visibility of related news associated with content without having to search or browse for them. ClearPeople Ltd All rights reserved. 3

4 Carousel Allowing a user to see key announcements and campaigns in a visually engaging and stimulating way is what the carousel is for. With the use of images and teaser content, this module entices users to absorb the content and main communication messages within an organisation. Global alerts Presented on the homepage and consisting of a rotating carousel control, the global alerts bar will be present at the top of the homepage. It gives users the chance to see urgent and important information at a quick glance. A user will be able to click or touch the body of the alert and be taken to the main contents of the message. Global events The global events module permits users to see a feed of upcoming events at an organisation-wide level. It allows marketing and communications teams especially to keep employees informed as to what events are coming up. Users will be able to see high-level event information which will guide them to click through to an event page showing more detail. Related events module Related events dynamically serve up a set of events pertaining to a page that a user is viewing based on tagging the event in question, allowing users to have visibility of related events associated with content without having to search or browse for them. Feedback form The feedback form is a visually enticing module where users can provide feedback on inaccurate or out of date content. It will also give them the opportunity to share their opinions and ideas about the intranet. It is a simple form with a message that a user can freely type into and send onto the administrator when it is completed. Poll Having polls is a great way of allowing people to contribute because they can vote on a topic that was pre-determined and for a specific purpose. The poll offers the intranet users with a few choices of answers, in which they are restricted to selecting only one option. It is a quick and easy way to crowdsource a general feeling on a topic across employees. ClearPeople Ltd All rights reserved. 4

5 Collaboration Usually in companies, employees are required to work together to achieve a common goal or team up together for a project. The benefit of this is for others to be aware of what is going on in the company and have it easily accessible for everyone who needs it. Document collaboration Working together on documents is common in an office environment. Having everything uploaded in this section will allow for more efficient work. This way, different people from various departments will not only have access to this platform, but they will be able to edit and give their feedback whenever necessary. Yammer feed The Yammer feed keeps users abreast of the social and collaborative aspects of an organisation who make use of the enterprise social network. Up to date company information or other feeds are accessible for users to communicate with each other. This is particularly helpful when the time comes to consider unifying communication channels and to provide joined up visibility. Social feed Social media is everywhere in today s world and is implemented here. The twitter feed module displays information from a single specific account. It utilises a JavaScript API to pull the tweets into the system so they can be styled in tune with the organisations brand. The Facebook feed module will allow users to view the organisation s public Facebook timeline within the intranet solution. It will allow for greater visibility of external social media to the employees. Workflow ready Essentials has been based on an automated process. This means that it is ready to be applied without being built from scratch. Being workflow ready saves time and money and gives way for more focus on other things that may require a more detailed approach. Online chat with co-workers Being able to communicate with your colleagues is important in the office. In the case of projects, for example, individuals need to collaborate with one another to ensure they are on the same page. This is also helpful when getting in touch with someone who works in a different office location as the chances of them being available during work hours is inevitable. It is a lot easier than waiting for an response and multiple conversations can happen at the same time. ClearPeople Ltd All rights reserved. 5

6 Directory & Search People directory The purpose of the people directory is for users to search and browse a comprehensive list of employees which is displayed in a user-friendly way. Users can access information about their colleagues in mediums such as biographies, key contact and business information. Long-term, this helps employees to more easily recognise their colleagues in other locations and better collaborate with them owing to the use of profile pictures. Users will then be able to refine the people directory list by using a set of out-of-the-box refiners. Expertise search Expertise search is important for users looking for relevant colleagues to collaborate on projects with. The expertise search includes an attractive and easily digestible layout view flanked by a set of custom refiners in the people directory. This allows users to refine the full list of employees by certain parameters. They will be defined by the organisation, such as by team, the business unit, the office location, the language-speakers and the level of expertise, making searches much easier. Profile page The profile page contains information about an individual and is accessed through a profile card in the people directory. Users can then update certain fields on their profile page, which is a handy way to keep content such as biographies, mobile numbers and interests up to date. Office directory A listing page, office directories is a comprehensive list of all offices within a company. It gives users the ability to refine the listing by a set of parameters, allowing users to quickly find an office location and contact information they seek. Global search Users interact with the search feature via the search component. The search results are displayed intuitively and there are multiple filters which are available in case a more refined search is needed. People search Much like the global search platform, the people search enables clients and employees alike to find the people they are looking for within the company. The results are displayed in a listings page. Personal quick links In addition to the core functionality of the quick links module, the personal edition will allow users to define and store their own set of day-to-day links that they use frequently, allowing them to quickly and easily return to content that is important to them. ClearPeople Ltd All rights reserved. 6

7 Document Management Every organisation has information which needs to be stored and managed. The way in which this is done massively affects the efficiency in surfacing, collating and editing this information. By having documents properly organised, a lot of time and effort can be saved which ultimately affects your bottom line. We harness the best of Microsoft s document management capabilities and enhance it with custom features to make it easier and smarter. Document library This is the pinnacle point of the intranet. It will clearly state which documents are available as they are all listed accordingly in this library. These pieces of information will make the searching process straightforward so individuals can search without issue and will have everything they need in one place. Document uploader Documents can be uploaded straight from the directory to any location you have permission to contribute to. By default, all created sites will have a document library. Essentials has a documents site where the pieces of information can be intelligently tagged during the upload. Recent documents The recent documents module surfaces a set of recently created or modified documents to the users, allowing them visibility of updated content. Related documents Having a related documents module will dynamically serve up a set of documents pertaining to the page a user is viewing based on tagging the documents in question. It also allows users to have visibility of related documentation associated with content without having to search or browse for them. Mandatory read documents The mandatory read documents has the purpose to assign document readings to users. For example, as a Team Leader, you can decide when a document must be read before a certain date for your team members. As a result, your team members will see the document in the web part and they would need to read it in order for it to disappear from their feed. ClearPeople Ltd All rights reserved. 7

8 Content Management Media library A media library is available to ensure your media assets are accessible, organised and quick to load for users across the organisation. Multiple file types are supported including PDF, Work, Excel, PowerPoint, Flash files and videos. Global navigation A navigation structure that is common to user-centred systems, the main navigation menu, or global navigation is typically displayed in a horizontal structure positioned across the top of the page. The main navigation menu contains entries for the highest level of Information Architecture (IA) that is contained in the system. Local navigation The local navigation menu, also known as the quick launch in SharePoint, will be present in most page layouts on the intranet. The local navigation menu typically displays the third and fourth level hierarchy of IA in the intranet. Breadcrumb menu The breadcrumb menu consists of links leading the user back to the site collection s homepage, based on the architectural path of the content tree. The last item of the breadcrumb, the current page, does not behave as a link. Quick links Quick links is a set of pre-defined links created by content managers or an administrator. The main purpose of this module is to provide easy access points from the homepage or elsewhere in the intranet to frequently accessed content that may be deep within the structural hierarchy, or external links that contextually support the content. This takes place at the site collection scope. Featured quick links This component will be used to display generic links through all site collections. The purpose of this module is to provide all the departments in your company with the same links to point them to the right resources. It is at tenant scope. Footer links The footer links is a utility menu which lets intranet administrators create links to important secondary information on the intranet or high frequency external websites and systems, without having to overburden the main navigation supporting links. Launchpad Launchpad is an app that will allow users to have quick and easy access to a range of tools centralised in one place. Tools can be within the intranet itself or external web application tools. ClearPeople Ltd All rights reserved. 8

9 Video The use of rich media such as video is accounted for in this solution. Having the ability to add these mediums to content areas and spotlight modules will be easily managed by content creators whether it is externally hosted and embedded or internally hosted. Lunch menu Lunch menus allow a user to keep track of what the menu will be on a day to day basis. This component will display the menu image with the date and a short description of what will be served. Only one item will be featured and the content administrator will be able to add/change/ remove it. Weather and time widget This little widget designed specially to keep track of the weather and time gives customers the opportunity to see these things depending on their location as well as others around the globe. Particularly useful for organisations who have international offices or a global customer base. Area calculator widget For the area calculator widget, the ability to easily convert units of measurement without having to leave the intranet solution is possible. A particularly useful tool for users who regularly convert measurements using an online tool. Office locator widget The office locator module is a module very different to the office directory listing page which helps to quickly find the key office information, such as an office address and other contact details, all in one place. ClearPeople Ltd All rights reserved. 9

10 Analytics Track site usage Tracking how staff are using your content daily provides useful feedback. It includes date and content filters, track content views, sessions, top sites, top authored content, locations and more. Popularity & Trends To identify usage trends and find out at what times activity is high or low, you can view Popularity Trends reports for a site or a site collection. The reports show historical usage information, such as number of views (hits) and unique users per day or month. Popularity Trends for a page or an item in a library show how many views the page or item has had recently. You can also view the Most Popular Items in a library. You ll see which items have the most views, either recently or ever (from the first time the item became available.) Search There are numerous options available in terms of understanding search usage. Below are a few examples: Number of Queries - This report shows the number of search queries performed. Use this report to identify search query volume trends and to determine times of high and low search activity. Top Queries by Day or Month - This report shows the most popular search queries. Use this report to understand what types of information visitors are seeking. Abandoned Queries - This report shows popular search queries that received low click-through. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content. Then, consider using query rules to improve the query s results. Query Rule Usage - This report shows how often query rules trigger, how many dictionary terms they use, and how often users click their promoted results. Use this report to see how useful your query rules and promoted results are to users. Other features Enterprise-grade security and compliance Today, more than ever, enterprises need an accessible solution that meets security and compliance requirements while ensuring unified policies are applied across every workload and every device. SharePoint offers the best in class security, with more than a decade of experience building enterprise software and online services. End users get the productivity they ve been asking for while the IT department gets the cloud security and compliance requirements they require. Mobile friendly layout The Essential Communications Intranet has a mobile-friendly layout which means that users accessing the intranet through their smartphones or tablets will experience an optimised mobile view that is easy to use, intuitive and considered. Having an improved mobile experience helps users access and digest content on their mobile devices easily. ClearPeople Ltd All rights reserved. 10

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